🧾 Invoice System with QR Code — User Guide

The invoicing module allows users to generate professional PDF invoices with or without a Swiss QR code (compliant with QR-bill standards).

✅ 1. Prerequisites: Set Up Your Company

Before creating any invoice, you must first configure your company information, which will be used as the default sender on all invoices and QR codes.

To do this:

1. Navigate to the Settings > Company Information tab.

2. Fill in all required fields:

   • Company name

   • Legal ID number

   • Email, phone number, website

   • Address in the correct format: Street Name Number City Postal Code (e.g., Chemin du Mongeven 9 Crissier 1023 )

   • Valid Swiss IBAN (e.g., CH93 0076 2011 6238 5295 7)

   • Beneficiary name

   • Company logo (PNG/JPG/WEBP, max 2MB)

🛑 Important:

• The IBAN will be verified for format and checksum.

• The address must follow the proper format, or QR generation will fail.

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🧰 2. Generate an Invoice

Once your company profile is set up:

1. Go to any income entry (under Revenues).

2. Click "Generate Invoice".

3. In the invoice modal:

   • Set the title and description.

   • Add client information (name, email, phone, address).

   • (Optional) Add one or more products and quantities.

   • (Optional) Check the box to include QR code.

4. Click "Generate Invoice".

   • A PDF will be created and displayed in a new browser tab.

   • If QR is included, a second page will contain the Swiss QR-bill for easy payment.

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💡 How QR Code Works

If selected, the system will generate a Swiss-compliant QR-bill with:

• Your company as the creditor

• The configured IBAN

• The total invoice amount

• A structured reference number

• The QR code image with embedded payment data

This QR code can be scanned by banks or mobile banking apps in Switzerland to pay directly.

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📄 PDF Output

• Page 1: Full invoice with client and product details

• Page 2 (optional): Swiss QR code payment slip

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⚙️ Tips & Best Practices

• Always ensure your IBAN and address are valid before generating invoices.

• You can manage your products/services from the Product Management section.

• For recurring invoices, consider duplicating revenue entries for speed.

🧮 How Totals and Discounts Work

When creating an invoice, the total amount will depend on whether or not you choose to add products:

➕ If You Add Products:

• Each selected product (with its quantity) will be listed on the invoice.

• The total amount will be the sum of all products.

• If you apply a discount (%), it will be subtracted from the subtotal before calculating the final total.

• The invoice will clearly show:

  • Subtotal

  • Discount (if any)

  • Final total

🧾 Example: Products = 3 × 100 CHF + 2 × 50 CHF = 400 CHF Discount = 10% → 400 – 40 = 360 CHF total

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➖ If You Do Not Add Products:

• The system will use the original amount from the revenue entry as the invoice total.

• You can still apply a discount (%), and it will be applied to that base amount.

🧾 Example: Revenue amount = 250 CHF Discount = 20% → 250 – 50 = 200 CHF total

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✅ You always have the option to:

• Create a simple invoice from the revenue amount only.

• Add products for a detailed invoice.

• Apply a discount in both cases.